Executive Administrative Assistant

Kalamazoo Probation Enhancement Program Inc. • Kalamazoo, MI

2d • Onsite

About The Position

KPEP is seeking a highly organized, detail-oriented Executive Administrative Assistant to provide comprehensive administrative support to the executive leadership team. This position plays an important role in supporting day-to-day organizational operations, with responsibilities that include executive administrative support, quality assurance, billing, and other key administrative functions. The ideal candidate is a dependable professional with strong organizational and communication skills, excellent attention to detail, and the ability to effectively manage multiple priorities while handling sensitive and confidential information with discretion. This is a full-time, in-person position, working Monday through Friday from 8:00 a.m. to 4:00 p.m.

Requirements

• High school diploma or equivalent required
• Strong organizational and communication skills
• Excellent attention to detail
• Ability to effectively manage multiple priorities
• Ability to handle sensitive and confidential information with discretion
• Proficiency with office software and computer systems

Nice To Haves

• Some college coursework preferred
• Previous office or administrative experience preferred
• Experience with billing, compliance activities, or nonprofit operations is highly desirable

Responsibilities

• Provide high-level administrative support to the President and executive leadership team.
• Manage calendars, schedule meetings, coordinate appointments, and assist with meeting preparation and follow-up.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, and other organizational documents.
• Assist with quality assurance activities, including reviewing documentation for accuracy, completeness, and compliance with established requirements.
• Track quality assurance findings, deadlines, corrective actions, and required follow-up.
• Support billing processes, including reviewing documentation, preparing billing information, identifying discrepancies, and assisting with timely and accurate submission.
• Maintain spreadsheets, databases, reports, and tracking systems used for billing, quality assurance, and organizational operations.
• Collect and compile data for internal reports, contract requirements, audits, accreditation activities, and other compliance-related needs.
• Assist with preparation and organization of materials for audits, monitoring visits, accreditation reviews, and contract compliance activities.
• Coordinate communication and information between executive leadership, program locations, employees, and external partners.
• Assist with special projects, research, data collection, and other initiatives assigned by executive leadership.
• Provide backup administrative support and assist with general office operations as needed.
• Perform other duties as assigned to support the effective and efficient operation of KPEP.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED